Workplace Experience Coordinator

Gensler; Chicago (IL); On-site; USD 56,000 - 70,000; Full time

Benefits offered by this job

401k

Profit sharing

Employee Stock Ownership Plan (ESOP)

Bonus opportunities

Job summary

Gensler, a globally recognized Architecture and Design firm, seeks a Workplace Experience Coordinator for our Chicago office. You will support daily operations, team member experience, meeting services, and client-facing hospitality, acting as a first point of contact for staff and guests.

In this onsite role, you will manage catering, room resets, event support, and office services coordination. A 3+ year background and strong communication skills are preferred; bachelor’s degree or equivalent

Qualifications

• Minimum 3 years of experience in a similar role.
• Bachelor's degree preferred or equivalent experience.
• Must be action-oriented, strong critical thinker with a desire to learn.
• Must be organized and detail-oriented with the ability to prioritize tasks to meet multiple deadlines.
• Excellent verbal and written communication skills.
• Prior experience in a fast-paced corporate office setting; Architecture, Interior Design, Engineering, or Real Estate Development industries a plus.
• Prior administrative, customer service or receptionist experience preferred.
• Proficient with Microsoft Word, Excel, and Outlook.
• Must be able to lift 50 lbs.

Responsibilities

• Maintain a list of catering options for internal and external meetings.
• Place food orders for internal meetings and manage delivery.
• Deliver, refresh and remove food items as needed.
• Ensure proper purchase, billing and coding for internal catering services.
• Reset conference rooms daily and manage scheduling.
• Inventory, order, and restock coffee/breakroom and office supplies.
• Support conference room scheduler, cancellations, and relocations.
• Provide coverage at the reception desk during breaks.
• Assist Facilities Coordinator with facility walkthroughs and repairs.
• Support internal events and off-site activities.
• Seek opportunities to improve processes and service delivery.
• Follow up on team member, client, and guest requests promptly.

Skills

Customer service

Communication

Detail-oriented

Organization

Problem solving

Education

Bachelor's degree or equivalent

Tools

Microsoft Word

Microsoft Excel

Outlook

Job description

Description

Gensler, a globally recognized Architecture and Design firm, is seeking a Workplace Experience Coordinator to join the Chicago office. This role plays an integral part in supporting daily office operations, team member experience, meeting services, and client-facing hospitality. The ideal candidate is polished, professional, detail-oriented, and eager to learn, with a strong service mindset and an appreciation for thoughtful, high-quality workplace experience.

Description

Gensler, a globally recognized Architecture and Design firm, is seeking a Workplace Experience Coordinator to join the Chicago office. This role plays an integral part in supporting daily office operations, team member experience, meeting services, and client-facing hospitality. The ideal candidate is polished, professional, detail-oriented, and eager to learn, with a strong service mindset and an appreciation for thoughtful, high-quality workplace experience.

Your Role

The Workplace Experience Coordinator will work closely with the Office Services team and Workplace Experience Manager to support daily business functions and office activities. This role helps maintain a clean, safe, and welcoming work environment and serves as a first point of contact for internal team members seeking support and information. The Workplace Experience Coordinator will provide support across reception, service requests, catering and meeting services, daily office operations, and, under the guidance of the Facilities and Workplace Experience Manager, external event support.

What You Will Do

• Maintain a list of catering options for internal and external meetings
• Place food orders for internal meetings
• Deliver, refresh and remove food items accordingly
• Ensure proper purchase and payment, billing and coding for internal catering services
• Reset conference rooms daily, as necessary
• Inventory, order and restock coffee/breakroom, office supplies
• Monitor the conference room scheduler and handle event cancellations and relocations
• Provide coverage at the reception desk during scheduled breaks
• Work with the Facilities Coordinator to perform facility walkthroughs, noting burned-out lights and items in need of repair or replacement
• Support internal events, including all-staff meetings, open houses, tours, social events and learning programs
• Assist the Office Operations and Events Manager in the planning and execution of off-site corporate events
• Seek opportunities to continuously improve processes, systems and service delivery
• Ensure timely and appropriate follow-upon team member, client, and guest requests

Your Qualifications

• Minimum 3 years of experience in a similar role
• Bachelor's degree preferred or equivalent experience
• Must be an action-oriented, strong critical thinker with a desire to learn
• Must be organized and detail-orientedwith the ability to prioritize tasks to meet multiple deadlines
• Must have excellent verbal andwritten communication skills
• Prior experience ina fast-paced, corporate office setting (experience in the Architecture; Interior Design; Engineering; or Real Estate Development industries a plus)
• Prior experience in an administrative, customer service or receptionist role preferred
• General knowledge of office operations and/or facilities management preferred
• Demonstrates a positive, professional, and collaborative attitude at all times
• Demonstrates innovative ways to provide effective administrative support
• Proficient with Microsoft Word, Excel, and Outlook
• Must be able to lift 50 lbs.
• The base salary range will be estimated between $56,000 - $70,000. Gensler’s total compensation package is multi-layered and includes a base salary, two annual bonuses paid in December and June, an Employee Stock Ownership Plan (ESOP), and profit sharing. To learn more about our compensation philosophy and full benefits offerings, please visit Great People, Great Rewards | Gensler

THIS IS A FIVE (5) DAY A WEEK ONSITE ROLE IN OUR CHICAGO OFFICE.

Remote or Hybrid arrangements NOT available.

Life at Gensler

At Gensler, we are as committed to enjoying life as we are to delivering best-in-class design. From curated art exhibits to internal design competitions to “Well-being Awareness Week,” our offices reflect our people’s diverse interests.

We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical, dental, vision, disability, wellness programs, flex spending, paid holidays, and paid time off. We also offer a 401k, profit sharing, employee stock ownership, and twice annual bonus opportunities. Our annual base salary range has been established based on local markets.

As part of the firm’s commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programs or classes. We view our professional development programs as strategic investments in our future.

NOTICE TO APPLICANTS

We are proud to be an Equal Employment Opportunity and affirmative action employer of choice. All aspects of employment decisions will be based on merit, performance, and business needs. We do not discriminate on the basis of any status protected under federal, state and local law.

Individuals with disabilities and protected veterans are encouraged to apply. We also consider qualified applicants with criminal histories consistent with federal, state and local law.

See also Know your rights: Workplace discrimination is illegal, right to work and E-verify program, as required by law.

Gensler endeavors to make gensler.com/careers accessible to all applicants. If you need assistance or an accommodation due to a disability, you may contact us.

Regarding Gensler’s approach to recruiting new talent, we will never ask an applicant for sensitive or personal financial information during the recruitment process. We advise all applicants seeking employment with Gensler to review available information on recruitment fraud. Anyone who suspects that they have been contacted by someone falsely representing Gensler should email [e-mail].